08
Fleet and documents with deadlines
Stop missing an inspection, insurance or permit deadline.
Reviewed 2026-09-05
In short
- A van is a location that moves: it holds goods and, on top of that, the vehicle's own data.
- Alerts start 30 days before and continue after expiry. They come from two places: the server and the app.
- Templates for 11 countries fill in the document names; the list stays editable.
The van, as a location
Everything from chapter 07 applies: a van receives goods, has supervisors, has a history, can be stocktaken. The difference is one extra section, with the vehicle's data.Plus
- make, model, year, chassis number, registration;
- documents with expiry dates;
- state — operational or broken;
- fuel log and service history.
Documents with deadlines
Every vehicle has a free-form list of documents. A document is a name, an expiry date and, optionally, a cost — useful for knowing what the fleet costs you per year.
The list is deliberately free-form. It used to be fixed, with four slots, and that was not enough: a company has ADR permits, transport licences and lease contracts with end dates too.
Pick the country
A template fills in the usual names. For Romania: ITP, RCA, CASCO, road tax. There are templates for 11 countries.
Enter the dates
Each document gets its deadline. Anything that does not apply to you is removed from the list.
Add what is missing
Any document with a deadline can be added under its own name. The template is a starting point, not a limit.
Screenshot
Secțiunea „Documente & Valabilitate” din formularul de vehicul al aplicației, cu șablonul România aplicat și date de expirare completate pe un vehicul demo.
When and how it alerts
A document with a deadline enters the Alert Center by itself. The rhythm is designed not to become noise — a reminder that fires daily is a reminder people ignore.
There are two mechanisms working together, and they are worth knowing apart because they fire on different days:
From the server, every day at 09:45
A notification that reaches the phone whether or not anybody opens the app. It fires on exact days: 30 and 7 days before, on the expiry day, then 1, 3, 7 and 30 days after.
From the app, when it is open
A single alert anywhere in the last 30 days — so if you open the app on day twelve, you see it then. Then the same post-expiry milestones.
After 60 days the app goes quiet
A document two months expired stops producing local alerts. It stays red in the list — but if it has not been dealt with in sixty days, one more notification will not fix it.
List colours follow the same scale: orange under 30 days, red under 7 or already expired.
Fuel and service
A vehicle has a refuelling log and a service flow: you send it for repair with a reason, description and provider, then close the job with its cost and notes. The history stays on the vehicle.
Those costs plus the documents build the fleet cost report.Pro Reports are the subject of chapter 14.
On the phone
The fleet card on the home screen. Alert Center gathers expiring documents, pending transfers and open supply requests in one place — it is the morning screen.
Screenshot
Centrul de Alerte din aplicație, pe un cont demo cu cel puțin un document aproape de expirare și un transfer în așteptare.
In the console
Vehicles live under Locații & Flotă, filtered by type. Their panel has the service section and the documents, and the bell in the header holds the alerts.
The fleet report — validity status for every vehicle at once — is generated from Rapoarte. That is the version you take to a conversation with an insurer.
What differs
The console has the fleet reports and the overview; the app has the alerts that reach the person in their pocket. For documents that matters more than usual: nobody opens the console to find out that insurance expires in thirty days.
Next
Chapter 09 covers transfers between locations — moving goods with acceptance at the destination. The background is in the guide on tracking inspection and insurance expiry.
The screens in this chapter
Next chapter
09 · Transfers between locations